Job Advertisement

The purpose of this position is to perform responsible clerical work under supervision processing applications issuing licenses and permits scheduling rooms collecting and processing fees and issuing absentee ballots. The work involves recurring contact with customers City employees officials and agencies. This work is subject to review according to the City's personnel plan through observation reports and the results achieved. The City offers a generous compensation and benefits package that includes retirement paid time off including vacation holidays medical & dental insurance flexible spending account professional development career growth longevity incentives and more! Please visit Work with us | City of Portsmouth for more information.

Essential Duties And Responsibilities

The essential functions or duties listed below are intended only as illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar; related; or a logical assignment to; or extension of; the position.

Receives; processes; and issues certificates or other instruments giving legal representation of the appropriate public notice; licensing; registration of births; deaths; marriages; amendments; election papers; true copies of duly adopted City ordinances and other authorized City documents.
Prepares statistical reports for vital records and marriage licenses.
Assists with the production and maintenance of official records and other City documents such as the City Charter; Code of Ordinances; City Council Resolutions; policies and other records.
Assists with the production of Council agendas; the processing of minutes; providing legal and other public notices; placing advertisements and preparing correspondence and reports with access to confidential matters.
Prepares Mayoral Proclamations and creates a directory of the declarations for historical reference.
Registers voters in conjunction with the Registrars of Voters. Prepares statistical and confidential reports.
Issues and processes absentee ballots for residents through the Statewide ElectioNet Program. Participates in State and local election training programs which assists in the preparation of election materials to be used by election officials.
Works in conjunction with the City Clerk in preparing training manuals and instructional videos for the benefit of residents and election officials.
Maintains schedule of meeting rooms.
Issues dog licenses and assists with coordinating the review for the authorization of tag days; parades and various city events.
Collects; receives; examines; verifies as to proper form and content; processes; records; posts and reconciles as appropriate all payment types; current and outstanding; to the City.
Answers in-person; telephone and written inquiries; service requests and complaints from customers in a helpful; courteous and efficient manner. Ascertains the nature of the inquiry; service request or complaint and answers appropriately. Those customers requiring assistance beyond the individual's knowledge or experience are referred to the appropriate responsible person.
Answers questions requiring knowledge of state laws; ordinances; rules and regulations and office procedures.
Collects; maintains and preserves agendas and minutes for all Board and Commissions. Organizes a catalogue database of documents.
Opens and processes mail.
Serves as backup for preparing daily cash out procedures.
Posts notices; agendas; and various documents to the City website.
Performs related work as required as well as other duties as may be assigned from time to time by the supervisor.

Minimum Required Qualifications

A candidate for this position should have an Associate's degree in Business Administration or related field; and three (3) years of experience; or an equivalent combination of education and experience. State certification may be required.

Full Job Description

Administrative Assistant I-City Clerk.pdf

Disclaimer

The essential functions and duties described herein are normal for this position. They are intended as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar related or a logical assignment to or extension of the position. Other duties may be required and assigned by the supervisor. The City of Portsmouth is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race color religion sex disability age sexual orientation gender identity national origin veteran status or genetic information. The City is committed to providing access equal opportunity and reasonable accommodation for individuals with disabilities in employment its services programs and activities. To request reasonable accommodations contact our Human Resources Director by phone 603-610-4478.

Application Special Instructions

Finalist must complete pre-employment screening drug testing & background check.

City of Portsmouth, NH

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Administrative Assistant I- City Clerk